Digital scanning services

The Colorado Department of Human Services, Division of Youth Services (DYS), issued Invitation for Bid (IFB) No. IKAA 2019000237 on April 29, 2019, seeking digital scanning services for vital record documents across its ten statewide facilities located in Brighton, Englewood, Denver, Grand Junction, Golden, Greeley, Pueblo, and Colorado Springs. The procurement involves scanning and indexing approximately 1,245 banker boxes containing approximately 3.237 million total images of youth case files currently stored across multiple DYS facility locations. Deliverables include black and white PDF scans at a minimum resolution of 200 dpi, indexed by youth Trail ID number along with last name, first name, and date of birth, with files organized according to a specified folder structure by facility location. Required qualifications include HIPAA and Federal Information Security Management Act (FISMA) audit standards compliance, prohibition on offshore staff or hosting, secure document storage capability, background checks (criminal, employment, and drug screening) for all personnel, and vendor registration on ColoradoVSS at the time of award. The vendor must provide secure document pickup and delivery via SFTP or other secure file transport mechanism, with separate pricing quoted on a per-image basis, and short-term storage of original materials required for 45 days following project completion. Document preparation includes removal of fasteners, staples, and post-its, with approximately 80 percent of pages being double-sided. Bid evaluation will be based primarily on unit pricing with consideration of administrative costs, payment terms, delivery conditions, and exceptions taken to bid requirements, with sealed bids due May 3, 2019, at 10:30 a.m. local time, submitted to the Department of Human Services Southern District Procurement office in Pueblo.

The solicitation does not indicate any specific set-aside designations or restrictions on the types of organizations that can respond. The incumbent vendor is the State's internal Integrated Document Solutions (IDS) department; however, the state received a waiver to utilize an external company due to project size. Vendors must ensure compliance with HIPAA, FERPA, and CICJIS confidentiality requirements for secure transportation of documents. The state currently uses the Electronic Data Warehouse (EDW) through IDS for storing scanned documents, and selected vendors must integrate with this existing infrastructure. Optional separate pricing for document shredding must be 100 percent NAID certified. The contract term is 12 months from award, with the state reserving the right to issue either a single vendor award or multiple awards as deemed beneficial, and pricing must be quoted on an FOB Destination basis with payment terms of not less than 45 calendar days. No specific budget range or award value is listed in the available documentation.